Senior Finance Coordinator

Jobtailor; Ashburn (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor in Ashburn, VA seeks a Billing Specialist to manage project invoicing from draft to delivery. You will ensure accuracy against contracts, attach back-up, and keep billing cycles on schedule while coordinating with project managers.

The role requires strong analytical skills, attention to detail, and leadership to mentor junior staff. You will drive timely collections and maintain electronic project files, supporting finance across multiple clients.

Qualifications

• Associate’s degree with minimum 4 years of billing or AR experience, or 6 years in lieu of degree.
• Exceptional attention to detail and analytical skills.
• Leadership and mentoring abilities, with excellent client-facing communication.

Responsibilities

• Prepare timely and accurate billing for routine and complex projects per contract terms.
• Review project registrations for consistency with contract, PO, and client requirements.
• Create draft invoices and route for PM and stakeholder approvals.
• Finalize invoices in the billing platform and distribute to clients.
• Assist with budget management and alert on potential variances.
• Collaborate with Project Managers and Finance to resolve AR issues.

Skills

Billing management

Budget oversight

Analytical skills

Leadership abilities

Excellent communication

Education

Associate's degree

Bachelor's degree preferred

Tools

Billing Platform

Collections Tool

Job description

• Prepare timely and accurate billing for a variety of routine and non-routine complex projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines, ensuring that all billing is internally approved and sent to clients on schedule, attaching all necessary backup.
• Responsible for new project registrations and timely review of project registrations completed both inside and outside the Regional Finance team, ensuring information matches with contract, purchase order and standard client required information.
• Assist with opening/closing tasks as required.
• Assist with budget management.
• Add executed change orders to the system.
• Alert Project Managers to potential budget overages, write downs, and/or Unrecognized Revenue during billing schedule.
• Partner with Project Managers on resolving any immediate issues related to budget management.
• Create and maintain electronic project files related to financial documentation, which may include contracts, work authorizations, budget tracking, payment applications, client invoices, and internal approvals. Additionally, manage other files crucial for facilitating project financial document management.
• Maintain billing schedule for all projects per contract terms or per schedule arranged with Regional Financial Manager.
• Initiate billing for all eligible projects per schedule.
• Create draft invoices per client billing requirements; Send for review and approval to PM’s and additional parties as required by account.
• Finalize invoices in the billing platform and submit invoice packages, including cover pages, applications for payment, lien waivers, and other applicable backup per client billing requirements. Distribute invoices to external clients through various distribution platforms e.g., mail, email, and client portal uploads.
• Process WIP removals when appropriate or as requested.
• Research and resolve complex routine and non-routine billing questions and discrepancies following standard operating procedures.
• Perform routine collections efforts which could include phone calls or emails. Communicate with clients regarding past due invoices.
• Add notes in the collections tool for all collection activities including specifics on invoice submission, expected payment dates, and both internal and external follow-up communications.
• Follow up on all invoices open past terms/ average days paid.
• Collaborate with Project Managers, Operational Finance, Corporate Collections, and direct supervisor to resolve outstanding AR issues.

Requirements

• Associate’s degree with a minimum of 4 years’ related experience.
• Or in lieu of a degree, a minimum of 6 years’ related experience.
• Bachelor’s degree preferred.
• Exceptional attention to detail and analytical skills.
• Leadership and mentoring abilities
• Excellent communication skills for interacting with clients and senior management.
• A valid driver’s license with acceptable violation history may be required.

Core Competencies

Demonstrates expertise in billing management, project financial documentation, and budget oversight, ensuring compliance with contractual agreements and accounting standards. Strong analytical skills and attention to detail are essential for resolving billing discrepancies and managing client communications effectively.

Highest-signal resume keywords

• Billing Management
• Budget Oversight
• Project Financial Documentation
• Client Communication
• Analytical Skills

ATS Optimization Keywords

Hard Skills

• Billing Preparation
• Budget Management
• Invoice Creation
• Change Order Management
• WIP Removal Processing

Soft Skills

• Attention to Detail
• Leadership Abilities
• Mentoring Skills
• Excellent Communication

Certifications & Qualifications

• Associate's Degree
• Bachelor's Degree Preferred

Industry Keywords

• Contractual Agreements
• Accounting Standards
• Internal Controls
• Client Invoices
• Accounts Receivable

Tools & Technologies

• Billing Platform
• Collections Tool